HomeMy WebLinkAbout109-Community Development.pdfC ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 51
COMMUNITY DEVELOPMENT DEPARTMENT
The Community Development Department guides the physical growth of the City, preserving the quality
of Saratoga’s semi-rural residential character through the administration of planning services and zoning
regulations, code compliance, building and inspection services, City Arborist services, and through the
ongoing advanced planning activities that develop the City’s General Plan.
The Saratoga community provides input to the Department through the Planning Commission and
Heritage Preservation Commission, and by citizen involvement in Commission and Council reviews of
the General Plan and various specific plans. The Department’s staff supports community participation
through development review services, commission meeting preparation and support, and public hearings.
BUDGET OVERVIEW
In FY 2009/10, the Community Development Department experienced a precipitous decline in
development activity, with City permit revenues dropping by almost 60 percent from the prior fiscal
year.. The decline is expected to stabilize in FY 2010/11, with building activity, and corresponding
building permit and plan check fees, at about the same level. Similarly, there was a sharp reduction in
planning review applications in FY 2009/10, reflecting a nearly 20% decrease from the prior year. For
FY 2010/11 this trend is expected to continue.
Given the economic climate and the anticipation that building activity will remain depressed, the City
Council adopted a policy that allows the department to use up to one-third of the Development Reserves
to offset a fiscal year in which expenditures will exceed revenues. For FY 2010/11, the Department will
use $210,000 of the Development Reserves to make up for a projected $500,000 revenue deficiency. In
FY 2009/10, two (2.0) FTE positions (Building Inspector, Associate Planner) were defunded; these
positions will remain defunded in FY 2010/11. Close review of revenues will continue throughout the
year, and adjustments made as needed.
All non-essential contract services and operational supplies were removed from the Department’s budget.
With the reduction in departmental staff, some internal service charges were further reduced.
As a new initiative in FY 2010/11, the department is pursuing the use of convenience fees for credit card
transactions. These would enable the department to partially offset bank fees charged for the processing
of credit card payments.
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 52
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
REVENUES
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits 1,585,315 981,881 964,250 911,164 902,400
Charge for Services 661,480 817,780 710,080 625,485 629,960
Interest Income - - - - -
Other Sources 2,014 2,625 1,000 2,750 -
TOTAL REVENUES 2,248,809$ 1,802,286$ 1,675,330$ 1,539,399$ 1,532,360$
EXPENDITURES
Salaries and Benefits 1,600,612 1,701,361 1,613,519 1,610,038 1,635,074
Operating Expenditures
Materials & Supplies 27,238 12,850 17,725 10,298 10,900
Fees & Charges 50,009 62,142 54,895 56,531 34,120
Consultant & Contract Services 139,939 228,462 81,730 59,017 43,950
Meetings, Events & Training 10,797 9,214 5,200 2,492 3,700
Total Operating Expenditures 227,983 312,668 159,550 128,337 92,670
Fixed Assets - - - - -
Internal Service Charges 410,143 436,520 369,217 369,217 311,077
TOTAL EXPENDITURES 2,238,738$ 2,450,548$ 2,142,286$ 2,107,592$ 2,038,821$
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
GENERAL FUND
Development Services 978,505 993,349 917,629 855,889 867,357
Advanced Planning 61,575 211,313 158,032 182,592 162,128
Code Compliance 213,305 224,583 190,587 195,767 188,235
Building Inspection Services 985,353 1,021,304 876,038 873,344 821,100
TOTAL GENERAL FUND 2,238,738$ 2,450,548$ 2,142,286$ 2,107,592$ 2,038,821$
SPECIAL REVENUE FUNDS
CDBG Fund (87,526) 55,702 332,897 71,157 394,356
Housing & Rehabilitation Program - - - - -
TOTAL SPECIAL REV FUNDS (87,526)$ 55,702$ 332,897$ 71,157$ 394,356$
TOTAL EXPENDITURES 2,151,212$ 2,506,250$ 2,475,183$ 2,178,749$ 2,433,177$
TOTAL DEPARTMENTAL EXPENDITURES BY PROGRAM
GENERAL FUND REVENUES AND EXPENDITURES
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 53
Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Community Development Director 1.00 1.00 1.00 1.00
Senior Planner 1.00 1.00 1.00 1.00
Assistant/Associate Planner 3.00 3.00 2.00 2.00
Plan Check Examiner/Engineer 1.00 1.00 1.00 1.00
Arborist 1.00 1.00 1.00 1.00
Building Official 1.00 1.00 1.00 1.00
Building Inspector 3.00 3.00 2.00 2.00
Code Compliance Specialist 1.00 1.00 1.00 1.00
Administrative Assistant I, II 2.00 2.00 2.00 2.00
Total FTEs 14.00 14.00 12.00 12.00
2007/08 2008/09 2009/10 2010/11
Temporary Staff Funded Funded Funded Funded
Forestry Intern 940 940 940 940
Planning Intern 450 450 - -
Administrative Assistant I, II - 1,200 1,200 800
Total Annual Hours 1,390 2,590 2,140 1,740
COMMUNITY DEVELOPMENT DEPARTMENT STAFFING
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 54
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 55
DEVELOPMENT SERVICES
Applicants for building and other development permits are required to comply with City codes, plans and
policies, in order to obtain the Planning Department’s approval of their projects.. To help facilitate
development projects, Development Services assists applicants by reviewing, analyzing, and processing
their applications. The process involves an assessment of a project’s consistency and compliance with the
City’s Municipal Code, General Plan, and regulations, followed by plan checks and inspections.
Depending on the project, more extensive historical, arboricultural, environmental, or geological reviews
and assessments may also be required.
BUDGET OVERVIEW
A severe downturn in the economy was clearly reflected in FY 2008/09 and 2009/10 Development
Services revenues, as even previously approved projects were suspended, and applicants withdrew their
applications in process. With fewer development applications to process, Development Services
dramatically reduced operational expenditures and de-funded an Associate Planner position, which will
not be restored in FY 2010/11. Counter hours for walk-in service were reduced to Monday through
Thursday, resulting in closure of the Planning and Building counters every Friday. The reduction in time
City planners are available for questions and over-the-counter reviews is necessary to allow development
staff sufficient time for project and advanced planning work. These operational changes will continue in
FY 2010/11.
Additional reductions undertaken in FY 2009/10 to meet budget constraints -- including eliminating the
Assistant City Attorney’s attendance at Planning Commission meetings, transcription services to provide
detailed minutes of the meetings, contract planner services and public noticing services (now provided in-
house by staff) – will remain in place for FY 2010/11.
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 56
DEVELOPMENT SERVICES
FY 2010/11 OBJECTIVES
Tree Inventory Project – The City’s Arborist will continue to work with student interns from the West
Valley College Park Management program to create an inventory and map of all trees on City property.
This information is input into the City’s Geographic Information System as part of the Forestry
Management Plan.
On-line Applicant Services – The Trak-IT Planning and Building software has e-government features that
allow project applicants the ability to view the status of their projects on-line, and allows for on-line
applications of basic permits such as water heater installation, and minor electrical and plumbing projects.
Implementation of these on-line features is planned for FY 2010/11 to enhance customer service and
offset reduced counter hours.
Circulation Element – The Circulation Element is a policy document that identifies current and future
roadway networks and improvements needed to implement the vision of the General Plan and Specific
Plans of the City. The last time the Circulation Element was updated was in 2000.
No Smoking Ordinance – Staff will be developing an ordinance to limit smoking in outdoor places, such
as City-owned parks.
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
REVENUES
Taxes - - - - -
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits 68,615 63,848 59,000 81,405 71,000
Charge for Services 661,480 543,923 410,080 365,485 369,960
Other Sources 1,664 2,105 1,000 2,500 -
TOTAL REVENUES 731,759$ 609,876$ 470,080$ 449,390$ 440,960$
EXPENDITURES
Salaries and Benefits 654,237 710,505 660,822 633,174 661,181
Operating Expenditures
Materials & Supplies 12,018 5,624 14,200 8,200 8,200
Fees & Charges 12,342 11,338 11,055 11,041 11,180
Consultant & Contract Services 114,184 69,437 67,530 41,530 32,250
Meetings, Events & Training 5,159 5,309 4,200 2,122 3,700
Total Operating Expenditures 143,703 91,708 96,985 62,893 55,330
Fixed Assets - - - - -
Internal Service Charges 180,565 191,136 159,822 159,822 150,847
TOTAL EXPENDITURES 978,505$ 993,349$ 917,629$ 855,889$ 867,357$
GENERAL FUND REVENUES AND EXPENDITURES
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 57
DEVELOPMENT SERVICES
Annexations -- Staff is processing two annexation requests near Mt. Eden Road and is in discussion with
at least one other resident regarding future annexations. Santa Clara County is encouraging cities to
process annexations for land that is within their Urban Service Area. The annexations will require City
Council approval.
Water Efficient Landscape Ordinance -- The State of California has required Cities and Counties to
adopt an update to their Water Efficient Landscape Ordinances. The Planning Commission will be
working on this issue in late FY 2009/10; in early FY 2010/11, the City Council will review the proposed
ordinance, which replaces the City’s existing ordinance (Article 15-47) in its entirety with the California
Department of Water Resources’ model ordinance.
Lot Coverage Exception Process -- On March 3, 2010 the City Council gave direction to staff and the
Planning Commission to create a process that would allow exceptions from the site coverage standards.
The Planning Commission will be working on this issue in late FY 2009/10; the City Council will review
the proposed exception process in July 2010.
KEY SERVICES
Planning Services
• Provide on-demand services at front counter, via telephone and through email requests
• Provide staff support to the Planning Commission, Heritage Preservation Commission and City
Council
• Provide staff support to Public Works Department for City construction projects
Review and process the following types of applications:
• General Plan and Code Amendments
• Architecture and Site, Residential Development, Subdivisions
• Environmental, Variances, Rezoning and Planned Developments
• Certificates of Use and Occupancy
• Sign, Banner, and Conditional Use Permits
• Tree removal and “After the Fact” tree removal permits
Arborist Services
• Assist planners with review of project designs with respect to trees
• Provide specifications to residents and contractors so that trees are protected during construction
• Inspect projects prior to, during, and following construction to ensure adequate protection of trees
• Provide information to the public through phone and email for general information on tree pruning,
selection, care, protection and tree removal criteria
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 58
DEVELOPMENT SERVICES
Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Community Development Director 0.60 0.60 0.60 0.60
Senior Planner 0.70 0.70 0.70 0.70
Assistant/Associate Planner 2.80 2.80 1.40 1.40
Plan Check Examiner/Engineer - - - -
Arborist 0.90 0.90 0.90 0.90
Building Official - - - -
Building Inspector - - - -
Code Compliance Specialist - - - -
Administrative Assistant I, II 0.90 0.90 0.90 0.90
Total FTE's 5.90 5.90 4.50 4.50
2007/08 2008/09 2009/10 2010/11
Temporary Staff Funded Funded Funded Funded
Forestry Intern 940 940 940 940
Planning Intern 450 450 - -
Administrative Assistant I, II - 1,200 1,200 800
Total Annual Hours 1,390 2,590 2,140 1,740
DEVELOPMENT SERVICES STAFF
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 59
DEVELOPMENT SERVICES
2007/08 2008/09 2009/10 2010/11
Performance Objectives and Measures Actual Actual
Estimate
d Budget
1
.
Facilitate the development of land and structures consistent
with City codes, plans and policies.
a. Review planning applications within 30 days and
provide written comments to the applicant deeming
them complete or incomplete:
Information
not available
Information
not available
Information
not available 100%
b
.
Review all zone clearances from the Building Division
within 2 weeks:
Information
not available
Information
not available
Information
not available 95%
2
.
Analyze and process development applications efficiently
and effectively.
a. Percentage of applications appealed to the Planning
Commission or City Council:
Information
not available
Information
not available
Information
not available 5%
b
.
Return all phone calls within 24 hours from the time
received:
Information
not available
Information
not available
Information
not available 95%
2007/08 2008/09 2009/10 2010/11
Activity and Workload Highlights Actual Actual
Estimate
d Budget
1 Number of planning projects processed: Information
not available
Information
not available 147 170
2
.
Number of tree removal permits processed: Information
not available
Information
not available 292 350
3
.
Number of Arborist plan reviews: Information
not available
Information
not available 47 29
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 60
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 61
ADVANCED PLANNING
The purpose of the Advanced Planning program is to guide the physical development of the City by
developing and updating the City’s standards, regulations, Specific Plans and General Plan. The City’s
General Plan is an adopted statement of policy for the physical development of the community. As such,
it includes the following elements: Land Use, Housing, Circulation, Safety, Noise, Open Space, and
Conservation. The City also establishes specific plans to provide additional guidance for future land use
development in the plan area, with aspects such as detailed land use, design guidelines, and
implementation strategy. As an example, the City of Saratoga has established a Specific Plan for the
hillside areas. In order to keep the plans current, at a minimum, one element of the General Plan and/or a
Specific Plan is to be updated each year.
BUDGET OVERVIEW
As a result of slow economic recovery, construction activity continues to be sluggish. Therefore, due to
the decline in building permits, budgeted General Plan Update fee revenues for FY 2010/11 have been set
near FY 2008/09 actual receipts. To offset the revenue reduction, advanced planning work will be
completed in-house, eliminating paid consultants. Beginning in FY 2009/10, this change is reflected
through an increase in staffing from .25 FTEs of review and oversight duties, to .95 FTEs for in-house
production work. The budget reflects this shift in operational expenses with a reduction in Consultant &
Contract Services expense and an increase in staffing costs.
In FY 2009/10, staff completed the Housing Element update for the General Plan. For FY 2010/11, staff
will work on the Circulation Element several anticipated annexations and ordinance updates.
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 62
ADVANCED PLANNING
FY 2010/11 OBJECTIVES
General Plan Update – State law requires the City’s General Plan elements to be updated within an
established number of years. With the Housing Element completion in 2010, the Circulation Element will
be the next update.
Zoning Code Updates – A minimum of two ordinance updates will be completed each year. Staff plans
on updating the Massage Ordinance, Model Water Efficiency Ordinance and a Site Coverage exception
process.
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
REVENUES
Taxes - - - - -
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits 71,993 131,563 160,000 130,000 130,000
Charge for Services - - - - -
Other Sources - - - - -
TOTAL REVENUES 71,993$ 131,563$ 160,000$ 130,000$ 130,000$
EXPENDITURES
Salaries and Benefits 38,042 59,085 142,356 158,457 146,195
Operating Expenditures
Materials & Supplies 1,058 438 - 273 -
Fees & Charges - 2,686 2,000 2,000 2,000
Consultant & Contract Services 15,231 141,546 1,000 9,187 1,000
Meetings, Events & Training 458 356 - - -
Total Operating Expenditures 16,747 145,026 3,000 11,459 3,000
Fixed Assets - - - - -
Internal Service Charges 6,786 7,202 12,676 12,676 12,933
TOTAL EXPENDITURES 61,575$ 211,313$ 158,032$ 182,592$ 162,128$
GENERAL FUND REVENUES AND EXPENDITURES
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 63
ADVANCED PLANNING
KEY SERVICES
• Maintain and apply General Plan and Specific Plan updates to development processes
• Develop administrative policies, plans, ordinances, in coordination with advance planning updates
• Prepare Department of Housing and Community Development annual report on General Plan
Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Community Development Director 0.10 0.10 0.25 0.25
Senior Planner 0.15 0.15 0.20 0.20
Assistant/Associate Planner - - 0.50 0.50
Plan Check Examiner/Engineer - - - -
Arborist - - - -
Building Official - - - -
Building Inspector - - - -
Code Compliance Specialist - - - -
Administrative Assistant I, II - - - -
Total FTE's 0.25 0.25 0.95 0.95
2007/08 2008/09 2009/10 2010/11
Temporary Staff Funded Funded Funded Funded
Forestry Intern - - - -
Planning Intern - - - -
Total Annual Hours - - - -
ADVANCED PLANNING STAFF
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 64
ADVANCED PLANNING
2007/08 2008/09 2009/10 2010/11
Performance Objectives and Measures Actual Actual Estimated Budget
1.
a.General Plan complies with State's mandatory requirement
to revise 5 of 7 elements within last eight years:
Yes No No Yes
2
a.Housing Element:Yes Yes Yes Yes
b.Land Use Element:Yes Yes Yes Yes
c.Circulation and Transportation Element:Yes No No Yes
d.Conservation Element:Yes Yes Yes Yes
e.Open Space Element:Yes Yes Yes Yes
f.Noise Element:No No No No
g.Safety Element:No No No No
2007/08 2008/09 2009/10 2010/11
Activity and Workload Highlights Actual Actual Estimated Budget
1 5 9 7 7
2 3 0 1 1
Number of ordinances completed (multiple section updates):
General Plan Elements updated:
Ensure the City's General Plan is in compliance with State
of California requirements:
Mandatory General Plan Elements updated within last
eight years:
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 65
CODE COMPLIANCE
The purpose of the City’s Code Compliance program is to support community health, safety and welfare
with zoning, planning, business license, traffic and other codes as reflected in the City’s Municipal
Ordinance. The program achieves compliance through education, assistance, and enforcement,
maintaining the safety and livability of neighborhoods for the citizens and business community of
Saratoga. The program staff works closely with other City departments and various public agencies,
including the Santa Clara County Sherriff’s Office, which handles all law enforcement for the City.
BUDGET OVERVIEW
FY 20109/11 revenues include fees from the administration of the City’s Massage and Solicitor
Ordinances. Ongoing expenditures include staffing, operational supplies and services, annual software
license fee for legal research, and internal services charges. In FY 2009/10, the program reduced its
operational expenditures by almost $30,500 through the reduction of masseuse testing fees and the
elimination of budgeted attorney charges to the Legal Program. City Attorney fees have been further
reduced for FY 2010/11. Effective with the FY 2007/08 budget, legal services for code compliance
activity are accounted for in the Legal budget.
In 2008, SB 731 was chaptered into State law. It establishes a voluntary, statewide certification program
for individuals engaged in the practice of massage therapy. Individuals may choose to pursue State
certification, or City certification. As a result, it is possible that City revenues for massage therapy
certification will decline in future years. If an insufficient number of practitioners pursue City
certification, the City may choose to discontinue certification, since it will no longer be cost-effective for
staff to provide this service.
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 66
CODE COMPLIANCE
FY 2010/11 OBJECTIVES
Administrative Fines – In FY 2009/10, the City Council approved new Administrative Fines during to
help ensure compliance with City ordinances. The new fines will go into effect July 1, 2010.
Massage Ordinance – Municipal Code Chapter 4-55 Massage Establishments and Massage Practitioners
was updated in May 2010 to bring it into compliance with State law. The ordinance updating the Code
will go into effect in late FY 2009/10 and new provisions will be administered beginning in FY 2010/11.
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
REVENUES
Taxes - - - - -
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits 25,159 21,743 14,150 21,200 19,100
Charge for Services - - - - -
Other Sources 350 520 - 250 -
TOTAL REVENUES 25,509$ 22,263$ 14,150$ 21,450$ 19,100$
EXPENDITURES
Salaries and Benefits 167,888 179,711 150,210 159,290 157,367
Operating Expenditures
Materials & Supplies 3,697 984 300 200 200
Fees & Charges 2,413 1,806 1,075 1,075 525
Consultant & Contract Services 2,489 3,292 7,400 3,600 4,900
Meetings, Events & Training 1,201 888 - - -
Total Operating Expenditures 9,800 6,971 8,775 4,875 5,625
Fixed Assets - - - - -
Internal Service Charges 35,617 37,901 31,602 31,602 25,243
TOTAL EXPENDITURES 213,305$ 224,583$ 190,587$ 195,767$ 188,235$
GENERAL FUND REVENUES AND EXPENDITURES
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 67
CODE COMPLIANCE
KEY SERVICES
• Issue Temporary Users Permits, Special Event Permits, and Block Party Permits
• Administer masseuse and solicitor permit programs
• Enforce City regulations while educating and increasing the awareness of residents, businesses, and
property owners about the City’s regulations
• Assist City Arborist with non-permitted tree removals
• Receive and maintain status on all violation complaints; respond to, investigate, and abate legitimate
complaints
• Resolve complex code and zoning violations; and administer citation appeals
• Identify, research, and assist City Attorney with legal research, appeal hearings, lawsuits and
preparation of ordinance information for code section updates
• In cooperation with the Public Works Department, assist in the monitoring of City Parks and respond
to community complaints of illegal use of City Parks by enforcing compliance
Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Community Development Director 0.10 0.10 0.10 0.10
Senior Planner - - - -
Assistant/Associate Planner 0.10 0.10 - -
Plan Check Examiner/Engineer - - - -
Arborist 0.05 0.05 0.05 0.05
Building Official - - - -
Building Inspector - - - -
Code Compliance Specialist 1.00 1.00 1.00 1.00
Administrative Assistant I, II 0.10 0.10 0.10 0.10
Total FTE's 1.35 1.35 1.25 1.25
2007/08 2008/09 2009/10 2010/11
Temporary Staff Funded Funded Funded Funded
Forestry Intern - - - -
Planning Intern - - - -
Total Annual Hours - - - -
CODE COMPLIANCE STAFF
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 68
2007/08 2008/09 2009/10 2010/11
Performance Objectives and Measures Actual Actual Estimated Budget
1.
a.Percentage of complaints receiving a response within 48
hours of receipt:
Information
not available
Information
not available
95%95%
2
a.Annual number of Solicitor Permits issued:Information
not available
Information
not available
70 70
b.Annual number of Massage Permits issued:Information
not available
Information
not available
25 25
c.Annual number of Special Event Permits issued:Information
not available
Information
not available
15 15
d.Annual number of Noise Permits issued:Information
not available
Information
not available
40 40
2007/08 2008/09 2009/10 2010/11
Activity and Workload Highlights Actual Actual Estimated Budget
1 Information
not available
Information
not available
500 500
2 Information
not available
Information
not available
275 275
3 Information
not available
Information
not available
300 300
4 Information
not available
Information
not available
5 5
5 Information
not available
Information
not available
75 75
6 Information
not available
Information
not available
25%25%
Annual number of Code Enforcement cases investigated or
mitigated:
Annual number of Code Enforcement cases completed and
closed:
Annual number of Notices & Orders issued:
Annual number of False Alarm appeals:
Annual number of Parking Citation appeals:
Percentage of time spent on paralegal duties:
Ensure compliance with City regulations for permitted
activities:
Ensure properties in the City of Saratoga are used safely
and are consistent with City zoning regulations.
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 69
BUILDING & INSPECTION SERVICES
The Building & Inspection Services program is a regulatory function that protects the community’s
safety, health and property rights by ensuring minimum building and zoning standards are met. The
City‘s development ordinances and standards regulate the design, construction, quality of materials, use
and occupancy of buildings, as well as the location and maintenance of all buildings within the City of
Saratoga. Staff assists applicants with information concerning building regulations, disability access
regulations, and other State and local ordinances, and provides plan check services in compliance with
Uniform Building Codes. Staff also maintains permit tracking and plan check systems, inspects
commercial and residential buildings under construction, and reviews grading plans and performs grading
inspections for construction projects with significant earthwork activity.
BUDGET OVERVIEW
The Building & Inspection Services FY 2010/11 budget includes revenues from a variety of permits
(building, electrical, plumbing, mechanical and grading), plan checking services, and document fees (used
for conversion to digital format). Building Permit fees are calculated based on the valuation of a project.
For example, the valuation for a new house or habitable space addition is determined by multiplying the
square footage by a cost per square foot valuation factor. Budgeted amounts are derived from an
expected level of activity, based on recent activity, with adjustments for additional funding if large
projects are in process.
As noted in the Community Development Department’s Budget Overview, beginning in FY 2008/09,
development activity significantly stalled, leading to a decrease in inspection work levels and permit
revenues. While the economy appears to be showing some signs of recovery, building activity has not
rebounded to pre-recession levels. As the economy weakened, leading to a harsh impact on construction
activity, the Building & Inspection Services program’s operational expenditures were considerably
reduced, including the de-funding of a 1.0 FTE Building Inspector position in FY 2009/10, which will
continue in FY 2010/11. As a result of this cutback, Building Inspection requests have been extended
from the department’s previous 24-hour period response time, to a 48-hour response time.
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 70
BUILDING & INSPECTION SERVICES
FY 2010/11 OBJECTIVES
Trak IT Building and Permit System – Continued training and efficiency building on the new Trak-IT
system which links the Building program with Planning and Code Compliance functions.
Credit Card Fees – Beginning in FY 2010/11, the Department will begin charging convenience fees
when a credit card(s) is used for fee payment. Convenience fees will partially offset bank charges for
credit card processing.
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
REVENUES
Taxes - - - - -
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits 1,419,548 764,727 731,100 678,559 682,300
Charge for Services - 273,857 300,000 260,000 260,000
Other Sources - - - - -
TOTAL REVENUES 1,419,548$ 1,038,584$ 1,031,100$ 938,559$ 942,300$
EXPENDITURES
Salaries and Benefits 740,445 752,061 660,131 659,117 670,331
Operating Expenditures
Materials & Supplies 10,465 5,804 3,225 1,625 2,500
Fees & Charges 35,254 46,312 40,765 42,415 20,415
Consultant & Contract Services 8,035 14,187 5,800 4,700 5,800
Meetings & Events 3,979 2,660 1,000 370 -
Total Operating Expenditures 57,733 68,962 50,790 49,110 28,715
Fixed Assets - - - - -
Internal Service Charges 187,175 200,281 165,117 165,117 122,054
TOTAL EXPENDITURES 985,353$ 1,021,304$ 876,038$ 873,344$ 821,100$
GENERAL FUND REVENUES AND EXPENDITURES
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 71
BUILDING & INSPECTION SERVICES
KEY SERVICES
Counter Services
• Provide construction and zoning code information to developers, contractors, architects,
engineers, homeowners, and the general public
• Maintain permit tracking and building permit system information
Plan Check Services
• Perform residential and commercial building, structural, and site plan reviews under California
Building Code guidelines, State regulations, and City ordinances
• Provide building code information to applicants
Inspection Services
• Perform on-site inspections of buildings and structures under construction
• Investigate housing code violations
• Coordinate building permit applications with other departments and agencies
Full Time Equivalents (FTE)
2007/08 2008/09 2009/10 2010/11
City Staff Funded Funded Funded Funded
Community Development Director 0.20 0.20 0.05 0.05
Senior Planner 0.15 0.15 0.10 0.10
Assistant/Associate Planner 0.10 0.10 0.10 0.10
Plan Check Examiner/Engineer 1.00 1.00 1.00 1.00
Arborist 0.05 0.05 0.05 0.05
Building Official 1.00 1.00 1.00 1.00
Building Inspector 3.00 3.00 2.00 2.00
Code Compliance Specialist - - - -
Administrative Assistant I, II 1.00 1.00 1.00 1.00
Total FTE's 6.50 6.50 5.30 5.30
2007/08 2008/09 2009/10 2010/11
Temporary Staff Funded Funded Funded Funded
Forestry Intern - - - -
Planning Intern - - - -
Total Annual Hours - - - -
BUILDING & INSPECTION SERVICES STAFF
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 72
BUILDING & INSPECTION SERVICES
2007/08 2008/09 2009/10 2010/11
Performance Objectives and Measures Actual Actual Estimated Budget
1.
a.Percentage of inspections delivered within 48 hours of
request:
Information
not available
Information
not available
Information
not available
95%
b.Percentage of plan checks completed within 45 days of
receipt:
Information
not available
Information
not available
Information
not available
95%
2007/08 2008/09 2009/10 2010/11
Activity and Workload Highlights Actual Actual Estimated Budget
1 1,542 1,258 1,300 1,350
2.251 204 205 225
3.5,126 4,939 3,776 4,154Inspections performed:
Ensure property improvements comply with City Building
Codes.
Number of Building Division permits issued:
Number of Over-the-Counter Plan Checks for Remodels:
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 73
COMMUNITY DEVELOPMENT
BLOCK GRANT FUND
The Department of Housing and Urban Development (HUD) makes annual disbursements of Housing and
Community Development Act (HCDA) funds for eligible projects and activities. Saratoga receives
federal HCDA funds through the Community Development Block Grant (CDBG) program. The Federal
Government’s CDBG program seeks to improve the quality of life for low income residents, with
emphasis in the areas of affordable housing, human services, and access for the disabled. Santa Clara
County administers this grant program, providing allocations to the Cities in compliance with Title I of
the Federal Housing and Community Development Act of 1974.
The availability of CDBG funds is advertised in local publications, and the City subsequently receives
grant applications from community and non-profit groups. A portion of the funds may be spent for social
or human service activities; however, the majority of the funding is reserved for ‘brick and mortar’
housing or accessibility projects. Another portion of the funding is reserved for program administration.
The Santa Clara County Housing and Community Development Department (HCD) administers the
component of the HCDA that designates a portion of the funding to be used for low-interest loans to
income-eligible homeowners, including home repairs such as new roofs and electrical upgrades. HCD
charges the CDBG Fund $13,000 per year to administer the low income loan program. The City may
charge the CDBG Fund up to $15,000 per year to reimburse itself for costs associated with City
administration of the grant program.
BUDGET OVERVIEW
For FY 2010/11, the City is slated to receive $145,616 of CDBG funding. Of that amount, the social or
human services component of the grant is limited to $28,550. With the HCD Program administration cost
of $13,000 and the City’s administration cost of $15,000, the remaining funds available for housing or
accessibility projects is $89,066.
The human services grant allocation of $28,550 will be transferred to the City’s grant program for
distribution to the Saratoga Area Senior Coordinating Council (SASCC).
The Saratoga City Council appropriated housing/accessibility grant funding in the amount of $9,166 for
the audible street signals project for the visually impaired, $35,100 for the accessible ramp project at the
Historical Museum, and $44,800 for the Hakone Gardens ADA Ramp and Doors project. These projects
comply with the Americans with Disabilities Act (ADA) which requires access to the public right-of-way
for people with disabilities.
The CDBG program functions solely as a funding mechanism to track approved grants and transfer
funding reimbursements to the appropriate program or CIP project when received. As such, there are no
staffing, objectives, or key services in this program.
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 74
COMMUNITY DEVELOPMENT BLOCK GRANT FUND
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated - - - - -
Undesignated (125,090) - - - -
Total Beginning Fund Balance (125,090)$ -$ -$ -$ -$
Revenues
Intergovernmental Revenues 50,564 55,702 332,897 71,157 394,356
Total Revenues 50,564$ 55,702$ 332,897$ 71,157$ 394,356$
Operating Transfers In
Transfer In - - - - -
Total Operating Transfers In -$ -$ -$ -$ -$
TOTAL SOURCE OF FUNDS (74,526)$ 55,702$ 332,897$ 71,157$ 394,356$
USE OF FUNDS
Expenditures
Salaries and Benefits - - - - -
Operating Expenditures - - - - -
Grants - - - - -
Fixed Assets - - - - -
Internal Service Charges - - - - -
Total Expenditures -$ -$ -$ -$ -$
Operating Transfers
Transfer Out - GF Admin Fee 15,000 15,000 15,000 15,000 15,000
Transfer Out - GF Service Grants 35,564 32,732 27,859 27,859 28,550
Transfer Out - SSR Curb Ramps - 2,525 105,625 - 105,625
Transfer Out - ADA Signal Grant - - 148,067 26,455 123,778
Transfer Out - Museum Ramps - - 36,346 1,843 76,603
Transfer Out - ADA Hakone - - - - 44,800
Transfer Out - ADA Theater Seat - 5,445 - - -
Transfer Out - To CIP Projects (125,090) - - - -
Total Operating Transfers (74,526)$ 55,702$ 332,897$ 71,157$ 394,356$
Ending Fund Balance
Designated - - - - -
Undesignated - - - - -
Total Ending Fund Balance -$ -$ -$ -$ -$
TOTAL USE OF FUNDS (74,526)$ 55,702$ 332,897$ 71,157$ 394,356$
STATEMENT OF SOURCE & USE OF FUNDS
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 75
SARATOGA
HOUSING AND REHABILITATION PROGRAM
Saratoga’s Housing and Rehabilitation Program, known as SHARP, offers low interest housing
rehabilitation loans for low-income residents. The program provides low-interest loans to income-eligible
homeowners for home repairs such as new roofs and electrical upgrades. The City entered into a Joint
Powers Agreement (JPA) with Santa Clara County under the Housing and Community Development Act
whereby the County’s Housing and Community Development (HCD) department now manages the low-
income housing rehabilitation program for the City. HCD charges $13,000 of Community Development
Block Grant (CDBG) funds for the administration of the program each year, which is charged to the
program at the County level. The cost covers processing loan applications, determining eligibility,
processing loan paperwork and coordinating payments to the contractors doing the repair work.
BUDGET OVERVIEW
The City transferred the administration of the Housing Program to the JPA numerous years ago; however,
the JPA did not assume the administration of the loans that were issued by the City until FY 2005/06.
The County assumed all outstanding loans with the exception of one issued to the Mid-Peninsula Housing
Coalition, which represents the fund balance in the Housing Conservation Fund. Loan payments from
Mid-Peninsula Housing flow through a note receivable account and are therefore not revenue, and not
part of the budget, therefore the annual budget is limited to interest earned on the program funds.
The SHARP Fund functions purely as a pass through mechanism to fund the administrative costs for the
loan administration program; accordingly, there are no staffing, objectives, or key services components in
this program. On an as-needed basis, additional funding will be transferred to the JPA for new housing
rehabilitation loans which qualify under the program’s guidelines.
C ITY OF SARATOGA
C OMMUNITY DEVELOPMENT DEPARTMENT
C - 76
SARATOGA HOUSING AND REHABILITATION PROGRAM
2007/08 2008/09 2009/10 2009/10 2010/11
Actuals Actuals Adjusted Estimated Proposed
SOURCES OF FUNDS
Beginning Fund Balance
Designated - - - - -
Undesignated 202,368 206,658 209,175 209,175 210,125
Total Beginning Fund Balance 202,368$ 206,658$ 209,175$ 209,175$ 210,125$
Revenues
Intergovernmental Revenues - - - - -
Fees, Licenses and Permits - - - - -
Charge for Services - - - - -
Other Sources 4,289 2,517 3,000 950 1,000
Internal Service Charges - - - - -
Total Revenues 4,289$ 2,517$ 3,000$ 950$ 1,000$
Operating Transfers In
Transfer In (from CDBG)- - 44,800 - -
Total Operating Transfers In -$ -$ 44,800$ -$ -$
TOTAL SOURCE OF FUNDS 206,658$ 209,175$ 256,975$ 210,125$ 211,125$
USE OF FUNDS
Expenditures
Salaries and Benefits - - - - -
Operating Expenditures
Grants - - - - -
Fixed Assets - - - - -
Total Expenditures -$ -$ -$ -$ -$
Operating Transfers
Transfer Out - - - - -
Total Operating Transfers -$ -$ -$ -$ -$
Ending Fund Balance
Designated - - - - -
Undesignated 206,658 209,175 256,975 210,125 211,125
Total Ending Fund Balance 206,658$ 209,175$ 256,975$ 210,125$ 211,125$
TOTAL USE OF FUNDS 206,658$ 209,175$ 256,975$ 210,125$ 211,125$
STATEMENT OF SOURCE & USE OF FUNDS